Privacy Act of 1974; System of Records, 30057-30059 [2015-12629]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 80, Number 100 (Tuesday, May 26, 2015)]
[Notices]
[Pages 30057-30059]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-12629]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID: DoD-2015-OS-0056]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to alter a System of Records.

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SUMMARY: The Office of the Secretary of Defense proposes to alter a 
system of records, DMDC 18 DoD, entitled ``Synchronized Predeployment 
and Operational Tracker Enterprise Suite (SPOT-ES) Records.'' The 
Synchronized Predeployment and Operational Tracker Enterprise Suite 
(SPOT-ES) allows federal agencies and Combatant Commanders the ability 
to plan, manage, track, account for, and monitor and report on 
contracts, companies and contractor employees supporting contingency 
operations, humanitarian assistance operations, peace operations, 
disaster relief operations, military exercises, events, and other 
activities that require contractor support within and outside the U.S.

DATES: Comments will be accepted on or before June 25, 2015. This 
proposed action will be effective the date following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal Rulemaking Portal: https://www.regulations.gov. Follow the 
instructions for submitting comments.
    * Mail: Department of Defense, Office of the Deputy Chief 
Management Officer, Directorate for Oversight and Compliance, 
Regulatory and Audit Matters Office, 9010 Defense Pentagon, Washington, 
DC 20301-9010.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the Internet 
at https://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard, Chief, OSD/JS 
Privacy Office, Freedom of Information Directorate, Washington 
Headquarters Service, 1155 Defense Pentagon, Washington, DC 20301-1155, 
or by phone at (571) 372-0461.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
notices for systems of records subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended, have been published in the Federal Register 
and are available from the address in FOR FURTHER INFORMATION CONTACT 
or at the Defense Privacy and Civil Liberties Division Web site at 
https://dpcld.defense.gov/.
    The proposed system report, as required by U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on May 20, 2015, to the 
House Committee on Oversight and Government Reform, the Senate 
Committee on Governmental Affairs, and the Office of Management and 
Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No. 
A-130, ``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: May 20, 2015.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DMDC 18 DoD

System name:
    Synchronized Predeployment and Operational Tracker Enterprise Suite 
(SPOT-ES) Records (October 24, 2013, 78 FR 63455).

Changes:
* * * * *

System location:
    Delete entry and replace with ``Defense Manpower Data Center, DoD 
Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771.
    Stand-alone Joint Asset Movement Management System (JAMMS) machines 
are deployed as needed to locations within and outside the U.S. A list 
of current JAMMS locations can be provided upon written request to the 
system manager.''

Categories of individuals covered by the system:
    Delete entry and replace with ``Department of Defense (DoD) 
military personnel and civilian employees supporting contingency 
operations, humanitarian assistance operations, peace operations, 
disaster relief operations, events, and other activities that require 
support within and outside the U.S.
    DoD contractor personnel supporting contingency operations, 
humanitarian assistance operations, peace operations, disaster relief 
operations, military exercises, events, and other activities that 
require contractor support within and outside the U.S.
    Department of State (DOS) and United States Agency for 
International Development (USAID) contractor personnel supporting 
contingency operations, humanitarian assistance operations, peace 
operations, disaster relief operations both within and outside of the 
U.S., and during other missions or scenarios.
    DOS and USAID civilian employees supporting contingency operations 
led by DoD or the DOS Office of Security Cooperation outside of the 
U.S.
    Government civilian and contractor personnel of other Federal 
Agencies, e.g. the Department of Interior, Department of Homeland 
Security, Department of Treasury, Department of Justice, Department of 
Health and Human Services, Environmental Protection Agency, Department 
of Transportation, Department of Energy, and General Services 
Administration which may use the system to account for their personnel 
when supporting contingency operations, humanitarian assistance 
operations, peace operations, disaster relief operations, exercises, 
events, and other activities within and outside the U.S.
    Civilian organizations and private citizens, including first 
responders, who are in the vicinity, are supporting, or are impacted by 
operations, e.g. contingency, humanitarian assistance, or disaster 
relief, and transit through a location where a JAMMS workstation is 
deployed.''

Categories of records in the system:
    Delete entry and replace with ``Individual profile data: For 
contractor personnel, full name; blood type; Social Security Number 
(SSN); DoD Identification Number; Federal/foreign ID number or 
Government-issued ID number, e.g. passport and/or visa number; category 
of person (contractor); home, office, and deployed telephone numbers; 
home and deployed address; home, office, and deployed email

[[Page 30058]]

addresses; emergency contact name and telephone number; next of kin 
name, phone number and address; duty location and duty station; travel 
authorization documentation, i.e., Letters of Authorization (LOAs), air 
travel itineraries, and movements in the area of operations; in-theater 
and Government authority points of contact; and security clearance 
information and pre-deployment processing information, including 
completed training certifications.
    Contractor personnel performing private security functions: Type of 
media used to collect identity and the document ID. Authorized weapons 
and equipment, and other official deployment-related information, e.g. 
types of training received.

Contract information data:
    Contract number, contractor company name, contract capabilities, 
contract value, contract/task order period of performance, theater 
business clearance, and company contact name, office address and phone 
number.
    For DoD military and civilian personnel: full name, SSN, DoD 
Identification Number, category of person (civilian or military), and 
movements in the area of operations.
    For other Federal agency personnel: full name, SSN, Government-
issued ID number (e.g. passport and/or visa number), category of person 
(Federal civilian), and movements in the area of operations.
    For non-Government personnel: full name, Government-issued ID 
number (e.g. passport and/or visa number), and movements in the area of 
operations.''

Authority for maintenance of the system:
    Delete entry and replace with ``10 U.S.C. 113, Secretary of 
Defense; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, 
Technology, and Logistics; 10 U.S.C. 2302, note, Contractors Performing 
Private Security Functions in Areas of Combat Operations or Other 
Significant Military Operations; DoD Directive 1000.25, DoD Personnel 
Identity Protection (PIP) Program; DoD Directive 1404.10, DoD Civilian 
Expeditionary Workforce; DoD Directive 3020.49, Orchestrating, 
Synchronizing, and Integrating Program Management of Contingency 
Acquisition Planning and Its Operational Execution; DoD Instruction 
3020.41, Operational Contract Support (OCS); DoD Instruction 3020.50, 
Private Security Contractors (PSCs) Operating in Contingency 
Operations, Humanitarian or Peace Operations, or Other Military 
Operations or Exercises; DoD Instruction 6490.03, Deployment Health; 
and E.O. 9397 (SSN), as amended.''

Purpose(s):
    Delete entry and replace with ``The Synchronized Predeployment and 
Operational Tracker Enterprise Suite (SPOT-ES) allows federal agencies 
and Combatant Commanders the ability to plan, manage, track, account 
for, and monitor and report on contracts, companies and contractor 
employees supporting contingency operations, humanitarian assistance 
operations, peace operations, disaster relief operations, military 
exercises, events, and other activities that require contractor support 
within and outside the U.S.
    The SPOT is a web-based system providing a repository of military, 
Government civilian and contractor personnel, and contract information 
for DoD, DOS, USAID, other Federal agencies, and Combatant Commanders 
to centrally manage their supporting, deploying, deployed, and 
redeploying assets via a single authoritative source for up-to-date 
visibility of personnel assets and contract capabilities. Used as a 
management tool for statistical analysis, tracking, reporting, 
evaluating program effectiveness, and conducting research.
    JAMMS is a stand-alone application that scans identity credentials 
(primarily held by military, Government civilians, and contractors) at 
key decentralized locations, e.g. dining facilities, billeting, central 
issue facilities, and aerial ports of debarkation. Also used as a 
management tool for statistical, tracking, reporting, evaluating 
program effectiveness, and conducting research.
    The Total Operational Picture Support System (TOPSS) is a web-based 
application that integrates information from SPOT and JAMMS to provide 
trend analysis, widgets and reports from different views based on the 
user access level and parameters selected to support DoD, DOS, USAID, 
other Federal agencies, and Combatant Commanders requirements.''

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Delete entry and replace with ``In addition to those disclosures 
generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, 
as amended, the records contained herein may specifically be disclosed 
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as 
follows:
    To DOS and USAID to account for their Government civilian and 
contractor personnel supporting operations outside of the U.S., and to 
determine status of processing and deployment documentation, contracts, 
weapons and equipment, current and historical locations, company or 
organization where an individual is employed, and contact information.
    To Federal agencies associated with the categories of individuals 
covered by the system to account for their Government civilian and 
contractor personnel supporting contingency operations, humanitarian 
assistance operations, peace operations, disaster relief operations, 
military exercises, events, and other activities that require support 
within and outside the U.S.
    To contractor companies to account for their employees supporting 
contingency operations, humanitarian assistance operations, peace 
operations, disaster relief operations, military exercises, events, and 
other activities that require contractor support within and outside the 
U.S.
    To applicable civilian organizations to account for their personnel 
located in an operational area.
    To applicable facilities managers where JAMMS are deployed to 
account for Government services consumed and depict usage trends.
    Law Enforcement Routine Use: If a system of records maintained by a 
DoD Component to carry out its functions indicates a violation or 
potential violation of law, whether civil, criminal, or regulatory in 
nature, and whether arising by general statute or by regulation, rule, 
or order issued pursuant thereto, the relevant records in the system of 
records may be referred, as a routine use, to the agency concerned, 
whether federal, state, local, or foreign, charged with the 
responsibility of investigating or prosecuting such violation or 
charged with enforcing or implementing the statute, rule, regulation, 
or order issued pursuant thereto.
    Congressional Inquiries Disclosure Routine Use: Disclosure from a 
system of records maintained by a DoD Component may be made to a 
congressional office from the record of an individual in response to an 
inquiry from the congressional office made at the request of that 
individual.
    Disclosure to the Department of Justice for Litigation Routine Use: 
A record from a system of records maintained by a DoD Component may be 
disclosed as a routine use to any component of the Department of 
Justice for the purpose of representing the Department of Defense, or 
any officer, employee or member of the Department

[[Page 30059]]

in pending or potential litigation to which the record is pertinent.
    Disclosure of Information to the National Archives and Records 
Administration Routine Use: A record from a system of records 
maintained by a DoD Component may be disclosed as a routine use to the 
National Archives and Records Administration for the purpose of records 
management inspections conducted under authority of 44 U.S.C. 2904 and 
2906.
    Data Breach Remediation Purposes Routine Use: A record from a 
system of records maintained by a Component may be disclosed to 
appropriate agencies, entities, and persons when (1) The Component 
suspects or has confirmed that the security or confidentiality of the 
information in the system of records has been compromised; (2) the 
Component has determined that as a result of the suspected or confirmed 
compromise there is a risk of harm to economic or property interests, 
identity theft or fraud, or harm to the security or integrity of this 
system or other systems or programs (whether maintained by the 
Component or another agency or entity) that rely upon the compromised 
information; and (3) the disclosure made to such agencies, entities, 
and persons is reasonably necessary to assist in connection with the 
Components efforts to respond to the suspected or confirmed compromise 
and prevent, minimize, or remedy such harm.
    The DoD Blanket Routine Uses set forth at the beginning of the 
Office of the Secretary of Defense (OSD) compilation of systems of 
records notices may apply to this system. The complete list of DoD 
blanket routine uses can be found online at: https://dpcld.defense.gov/
Privacy/SORNsIndex/BlanketRoutineUses.aspx''
* * * * *

Retrievability:
    Delete entry and replace with ``Within SPOT: Full name, SSN, DoD 
Identification Number, or Federal/foreign ID number.
    Within JAMMS: Information may be retrieved at the specific machine 
used at a location within specified start and ending dates by last 
name.''

Safeguards:
    Delete entry and replace with ``Electronic records in SPOT and 
TOPSS are maintained in a Government-controlled area accessible only to 
authorized personnel. Entry to these areas is restricted to those 
personnel with a valid requirement and authorization to enter. Physical 
entry is restricted by the use of lock, guards, and administrative 
procedures. Physical and electronic access is restricted to designated 
individuals having a need-to-know in the performance of official 
duties. Access to personal information is further restricted by the use 
of Public Key Infrastructure or login/password authorization. 
Information is accessible only by authorized personnel with appropriate 
clearance/access in the performance of their duties. Once access is 
gained, the system is set with an automatic timeout period to reduce 
the opportunity for unauthorized access.
    For JAMMS, physical and electronic access is restricted to 
designated individuals having a need-to-know in the performance of 
official duties. Access to personal information is further restricted 
by the use of login/password authorization. Computers running the JAMMS 
software are located on Government installations where physical entry 
is restricted to authorized personnel. Each machine is physically 
secured with a combination lock and cable. While the computer is 
active, the view screen is oriented away from the cardholder, and 
access is controlled by an attendant on duty. While the data is at rest 
and when data is transferred to SPOT, the records are encrypted. Daily 
exports from JAMMS are uploaded, via encrypted file transfer, to SPOT 
as the mandated repository of information on contingency contract and 
contractor information.''
* * * * *
[FR Doc. 2015-12629 Filed 5-22-15; 8:45 am]
 BILLING CODE 5001-06-P